Automatically Set Default Records in the Easy Calendar

Are you looking to set the default or “Choose Records” in the Easy Calendar?

You can do this, however you must have a intermediate understanding how to use Salesforce Flow.

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How it works

The Choose Records button on the Easy Calendar, stores the records selected on a text field on the User object called Easy Calendar Default Records. See screen shot below. This

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Example: Defaults 4 rows in the Easy Calendar

Here is a breakdown of the how the text is set.

[{"id":629,"TTracking__Account__c":"001Dp00000FfTYLIA3","secondLookupFieldApiName":"TTracking__Test_Opportunity_Look_up__c","TTracking__Test_Opportunity_Look_up__c":"006Dp000004bqGXIAY","secondLookupRecordId":"006Dp000004bqGXIAY"}]

• "id":629

  • An arbitrary integer. You just need to specify a unique number for each line.

• "TTracking__Account__c":"001Dp00000FfTYLIA3"

  • "TTracking__Account__c" will always be the same

  • "001Dp00000FfTYLIA3"

    • The ID "001Dp00000FfTYLIA3" is the ID of the Account to show for this row.

• "secondLookupFieldApiName" "TTracking__Test_Opportunity_Look_up__c"

  • "secondLookupFieldApiName" is always the same

  • "TTracking__Test_Opportunity_Look_up__c"

    • This this the value of the API name from the Lookup field on the Time Tracking Summary object, also known as the second record.

• "TTracking__Test_Opportunity_Look_up__c": "006Dp000004bqGXIAY"

  • "TTracking__Test_Opportunity_Look_up__c"

    • This this the value of the API name from the Lookup field on the Time Tracking Summary object, also known as the second record, same as above.

  • "006Dp000004bqGXIAY"

    • This is the ID of the second record of the object specified above "TTracking__Test_Opportunity_Look_up__c".

• "secondLookupRecordId":"006Dp000004bqGXIAY"

  • "secondLookupRecordId" will always be the same

  • "006Dp000004bqGXIAY"

    • This is the ID of the second record of the object specified above "TTracking__Test_Opportunity_Look_up__c".

Note: when setting this in automation, you will need to regenerate this field every time.

Flow Example

Business Requirement:

Set all open Cases that are in the Status of Open to the default/choose records in the Easy Calendar.

Flow Outline

Create a record triggered flow that is run upon insert and update.

Criteria: Any time the Case Owner is changed and the Status goes into and out of “open”.

Nodes:

• You will need to query all the Cases that meet this criteria

• Store all these Case ID’s and their Account ID’s in a collection

• You will clear out old values in the Easy Calendar Default Records field on the User object.

• You will update the field Easy Calendar Default Records on the User record with the format outlined above.

If you would like further assistance, contact matt@fosteringllc.com to discuss your requirement and we will provide a professional services quote.